1.1. Logging into your EOS portal for the first time
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Go to your EOS portal.
Enter your username (or email address).
Enter your password.
You may or may not check off the box that says, "I'm on secure computer."
Click on the "Log in" button.
Enter your new password, and confirm it by entering it again.
Set up your security questions and answers by selecting your preferred questions and providing the answer to each of them. You will be required to set up 3 questions and answers, and you will have to click on the "Save Question" button between each of them to set them up.
5.3. Complete the Employer portion of a New Hire's documents
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As your new hire completes their onboarding documents, there will be some that require HR Manager attention in order to complete them. The I9 is a good example of this.
Open the message in the "Inbox" and click on the link to open up the "Documents" tab for that document.
If it's an I9, you'll see a blue button labeled "Complete Section 2".
If it's any other sort of document that needs your attention, the blue button will simply say "Complete Employer Section".
Click on the blue button to open the document.
Fill out your portion of the form and click the "Submit" button.
You'll be prompted to "sign" or "save" the document as appropriate for the change that you're making.
Complete the documents as needed to finish onboarding each employee.
In the Employee Status Information section, click "Change" next to the current status.
Select the new status, and any related options as needed.
Click the "Save" button.
NOTE: When an employee's status is set to Deleted, EOS will send a follow-up email to the person who made the change as well as any other Admins for that Company. The email is sent a week after the change was made, so that the Admin can reconsider the deletion.
Filling out an I-9 properly on paper can be difficult, so EOS's re-onboarding process is designed to help you bring your existing I-9's into compliance. EOS will also monitor your uploaded I-9's and alert you when an employee is due for re-verification.
There are a number of things you need to do before you start the re-onboarding process in EOS. This article will help you to get ready to re-onboard your employees.
Preparation Steps
Compile a list of the employees to be re-onboarded in EOS.
If an employee does not yet exist in EOS, you will create an employee record for them during the re-onboarding process. You will need the following information:
First and last names
Start date (first day of work)
Email address, if applicable
Work location
Tax state
You can also enter additional information, such as Organization Level, Supervisor, etc., but that information is not required.
Gather the I-9 forms that you currently have on file for these employees, along with any copies you made of their identification documents.
Audit each of the I-9 forms for completeness and accuracy.
If only minor corrections are necessary to bring a form into compliance, you can follow the proper procedures and make corrections to the original paper copy of the I-9 before scanning it. Please refer to the I-9 Central web site for information about correcting I-9's: https://www.uscis.gov/i-9-central/complete-correct-form-i-9/correcting-form-i-9.
If corrections are to be made in EOS, make a note about whether Section 1, Section 2 or both sections need to be corrected.
Contact your EOS representative if you would like information about hiring someone to provide Form I-9 audit and correction services or guidance.
Scan each employee's I-9 form along with the copies of their identification document(s).
Save the scan(s) into a single file per employee.
The file can be an image file, PDF or Word document, whichever is most convenient for you.
Decide if you want your employees to complete any other documents as part of the re-onboarding process.
The I-9 is the only form that will automatically be assigned to re-onboarded employees.
As you process each employee, EOS will present you with a list of the standard onboarding forms (Employee Data Sheet, W-4, state withholding forms, etc). You can select any that you want to that employee to complete as part of their re-onboarding activity.
If you want to assign custom forms and/or policies to your employees, use the targeting feature for the appropriate form or policy.
If the employee to be re-onboarded is already set up in EOS:
Change the employee's Onboard Type by clicking on "Switch to Reonboard."
Select any additional onboarding documents that the employee should complete.
Click Save.
If the employee to be re-onboarded does not exist in EOS:
Go to the Employee list screen, and click the "New" button.
Fill out the required fields as you would for a new hire, except:
Change Onboard Type from New Hire to Re-Onboard.
Enter the date on which the employee first worked for your company in the Start Date field.
Click Save.
Select any additional onboarding documents that the employee should complete.
Click Save.
Complete the Employer Pre-Review for the I-9
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Click the Complete Employer Pre-Review button on the Employee detail screen.
Indicate the status of the paper I-9:
"Exists, No correction or update needed" - if all corrections have been made on the paper form, and no additional changes will be made in EOS.
"Exists, Errors found or Section 2 updates needed" - if corrections to Section 1 and/or Section 2 will be done in EOS.
"Missing, New form required" - if you don't have an I-9 for the employee.
Indicate your reason for updating the I-9 by selecting one of the provided reasons, or enter your own comment.
Upload the scan you made of the employee's paper I-9 (if it isn't missing).
If you have copies of the documents that the employee presented when Section 2 was originally completed, your scan should include those as well.
You can only upload one file per employee.
You can upload an image file, PDF or Word document.
Where applicable, use the Lookup button to pull in the employee's name and start date from EOS.
Complete the remainder of the fields on the screen.
Wherever possible, you should enter information for any field on the screen, even if it isn't required.
Click the Submit button.
If appropriate, the employee will be directed to go to the Employee Portal to complete Section 1, and/or to bring in documents so that you can complete Section 2.
NOTE: If the employee does not have an email address in EOS, you will need to share the messages in the Communication Log with the employee manually.
If a Pay Delivery document is in "Ready for Company Review" status, the employee probably selected Direct Deposit, but did not upload a voided check or bank letter. Open the document to verify that they completed the Direct Deposit form and that the attachment(s) are missing.
To open the form to add the employee's voided check or bank letter:
Click the Complete Employer Section button.
Upload the employee's document(s).
Click Submit.
Click Save.
OR
To simply set the document status to Completed:
Click the Switch To menu next to the document status, and select Completed.
The employee must click a link to open and read the policy first.
After the policy has been reviewed, the employee can click a link to sign the policy.
Once the employee signs, the policy cover sheet is attached to the front of the policy document, and both are stored together in EOS.
What is on the Policy cover sheet?
The name of the policy
The name of the company
The employee's name
The employee's electronic signature
The date the employee signed
An agreement statement, based on the kind of Policy
What kinds of Policies are there?
Regular Policy - This policy type is the one used most frequently.
Comprehension Check Policy - The employee must indicate (yes/no) whether he has any questions about the policy. - If the employee has a question, a text box is displayed where the question can be entered. EOS sends the question to the HR representative. - The employee is allowed to sign the policy cover sheet only when he says he has no questions about it.
Acknowledgement Required Policy - Used when the employer wants to provide information to the employee that isn't actually a company policy. For example, this could be used to share the specific dates for company holidays listed in the employee handbook, or to provide information that must be shared by law.
What does the Policy agreement statement say for each Policy type?
Regular Policy: I acknowledge that I have received this employee document, and I understand that it is my responsibility to read and comply with it, and any changes made to it.
Comprehension Check Policy: I acknowledge that I have received this employee document, and I understand that it is my responsibility to read and comply with it, and any changes made to it. I have had the opportunity to read the document and ask questions. I understand that if I have any questions regarding this document, at this time or in the future, I should contact my Human Resources representative.
Acknowledgement Required Policy: I acknowledge that I have received the document named above.
Policies are usually set up for all new hires. When only some new hires need to review a policy, it can be targeted (or assigned) to the part of the organization where those people are being hired. When existing employees need to review a policy, it needs to be targeted (or assigned) to the specific employees.
Target a Policy to New Hires assigned to an Organization in your Company
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Go to Policies.
Select a policy.
Under the "Target Criteria" section, click on the "New" button.
Enter a name.
Uncheck the "Target Policy to all employees" box.
Select the organization levels to which the policy applies to.
Click the "Save" button.
Target a Policy to Both New Hires and Existing Employees
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Go to Policies.
Select a policy.
Under the "Target Criteria" section, select "All Emplyees".
Click the "Retarget" button to immediately assign the Policy to everyone.
Custom forms are installed and configured by an EOS Administrator according to the specifications provided by your company. If the custom form should be configured differently, you can ask your EOS provider to make the changes for you.
Most custom forms are completed by all new hires or all employees. However, if the form only applies to some of the people in your company, it can be targeted (or assigned) to one or more specific organizations within the company.
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Go to the Custom Forms tab.
Select a form by clicking on it.
Under the "Target Criteria" section, click on the "New" button.
Enter a name.
Uncheck the "Target Custom Form to all employees" box.
Select the organization levels to which the custom form applies to.
Click the "Save" button.
Review all of the Target Criteria and delete any that no longer apply.
NOTE: The software terms should be accepted by the owner of the company, or by someone designated by the owner. That person must be set up as a Company or Customer Admin.
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The person authorized to accept the terms logs into EOS.
Go to the Hierarchy -> Companies page.
Click the checkbox next to the company(s) you want to accept terms for, then click Accept Terms in the upper right hand corner.
Review the software agreement, then scroll to the bottom of the screen.